PaperPort 10 Getting Started Guide

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2 L E G A L N O T I C E S Copyright by ScanSoft, Inc. All rights reserved. No part of this publication may be transmitted, transcribed, reproduced, stored in any retrieval system or translated into any language or computer language in any form or by any means, mechanical, electronic, magnetic, optical, chemical, manual, or otherwise, without prior written consent from ScanSoft, Inc., 9 Centennial Drive, Peabody, Massachusetts Printed in the United States of America and Ireland. The software described in this book is furnished under license and may be used or copied only in accordance with the terms of such license. I MPORTANT NOTICE ScanSoft, Inc. provides this publication as is without warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability or fitness for a particular purpose. Some states or jurisdictions do not allow disclaimer of express or implied warranties in certain transactions; therefore, this statement may not apply to you. ScanSoft reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of ScanSoft to notify any person of such revision or changes. TRADEMARKS AND CREDITS ScanSoft, PaperPort, ScanDirect, SET, FormTyper, DesktopDelivery, All-in-One Search, OmniPage and True Page are registered trademarks or trademarks of ScanSoft, Inc. or its affiliate companies in the United States of America and/or other countries. Outside In Viewer Technology , Word for Word copyright 1998 Stellent Chicago, Inc. All rights reserved. The Verity logo is a trademark or registered trademark of Verity in the United States of America and/or other countries. All other company names or product names referenced herein may be trademarks of their respective holders. ScanSoft, Inc. 9 Centennial Drive Peabody, Massachusetts 01960, U.S.A. ScanSoft Belgium BVBA Guldensporenpark 32 BE-9820 Merelbeke, Belgium PaperPort 10 Getting Started Guide Part Number 50-F31A August, 2004

3 C O N T E N T S Welcome to PaperPort 5 Installing and Activating PaperPort 5 Registration 6 Learning PaperPort 6 Technical Support 7 What s new in PaperPort 10? 8 Getting to Know PaperPort 11 The PaperPort desktop 11 PaperPort items 12 The Folders pane 12 PaperPort item thumbnails 13 PaperPort page thumbnails 15 Two-part desktop 15 The Page View window 16 Acquiring Items 17 Scan to the PaperPort desktop 17 Set up your scanner with PaperPort 18 Print to PaperPort 18 Capture web pages 19 Add PaperPort folders 19 Use DesktopDelivery 20 Import pictures from your camera 20 Touching Up Images 21 Scanner Enhancement Technology tools 21 Edit multiple images 22 PaperPort Getting Started Guide iii

4 Annotating Pages 22 Annotation tools 23 Protecting Items 24 Filing Items 24 Add search criteria to items 25 Finding Items 26 Find items by their properties 26 Find words in an item 26 Add items to the All-in-One Search index 27 Use the All-in-One Search pane 27 Use PDF Searchable Image 28 Schedule indexing tasks 28 Sharing Files 29 Sending Items to Other Programs 30 Use OmniPage with PaperPort 30 Customize the Send To bar 31 Adjust Send To options 31 Converting Items 33 Convert items to image formats 33 Convert images to text 33 Filling Out Scanned Forms 34 Creating PDF Documents 35 Using ScanDirect 36 Uninstalling PaperPort 36 iv Contents

5 Welcome to PaperPort Welcome to the ScanSoft PaperPort Getting Started Guide. PaperPort provides the easiest way to turn paper into organized digital documents that everybody in an office can quickly find and use. PaperPort works with scanners, multifunction printers, and networked digital copiers to turn paper documents into digital documents. It then helps you to manage them along with all other electronic documents in one convenient and easy-to-use filing system. PaperPort s large, clear item thumbnails allow you to visually organize, retrieve and use your scanned documents, including Word files, spreadsheets, PDF files and even digital photos. PaperPort s Scanner Enhancement Technology tools ensure that scanned documents will look great while the annotation tools let you add notes and highlights to any scanned image. Installing and Activating PaperPort You can install PaperPort from a CD or from the Web. The PaperPort installation program provides easy step-by-step instructions. Follow the instructions on each screen to install the software. Installation and un-installation require Administrator rights; for Activation and Deactivation you need web access. You will be invited to activate the product at the end of installation. Provided your serial number is found at its storage location and has been correctly entered, no user interaction is required and no personal information is transmitted. If you do not activate the product at installation time, you will be invited to do this each time you invoke the program. PaperPort 10.0 can be launched only five times without activation. PaperPort Getting Started Guide 5

6 Registration Registration enables you to take full advantage of ScanSoft product support and to receive notifications of product updates. When you finish installing PaperPort, you are prompted to register online. If you want to update your registration information, you can always go to the ScanSoft, Inc. web site at Learning PaperPort This guide introduces you to PaperPort and shows you how PaperPort can help you manage your information. Additional sources of information to help you learn how to use PaperPort include online Help, Release Notes, and the ScanSoft web site. Using this Guide This guide is written with the assumption that you know how to work in the Microsoft Windows environment. Please refer to your Windows documentation if you have questions about how to use dialog boxes, menu commands, scroll bars, drag and drop functionality, shortcut menus, and so on. Using online Help The PaperPort online Help includes comprehensive information on features, settings, and procedures. Help is available from the PaperPort Help menu. Additional technical support, including technical notes, frequently asked questions, software updates, and more is available from the PaperPort Help menu. Using release notes PaperPort Release Notes provide important information about this release of PaperPort. This document is included on the installation CD, from the PaperPort Help menu, and as a sample document on the PaperPort desktop. 6 Welcome to PaperPort

7 Technical Support ScanSoft offers both complimentary and fee-based technical support options designed to meet your individual needs. Our services offer person-to-person telephone and technical support. We also offer self-service, 24-hour access to our Knowledge Base. Visit for information about your support policy, local support contacts, and product updates. Before contacting ScanSoft, be sure to read the user documentation and review the Release Notes. Minimum System Requirements A computer with an Intel Pentium or higher processor Microsoft Windows 98 (from second edition), Windows Me, Windows 2000 SP4 or above, Windows XP SP2 or above Microsoft Internet Explorer 5.5 or above 128MB of memory (RAM), 256MB recommended 150MB of free hard disk space for application files plus 5MB working space during installation 5MB for Microsoft Installer (MSI) if not present. (This is present as part of the operating system in Windows Me, Windows 2000 and Windows XP) SVGA monitor with 256 colors, but preferably 16-bit color (called High Color in Windows 2000 and Medium Color in XP) and 800 x 600 pixel resolution Windows-compatible pointing device CD-ROM drive for installation Web connection (with IE 5.5 or above) for activation and web update Performance and speed will be enhanced if your computer s processor, memory, and available disk space exceed minimum requirements. This is especially true when handling very large color image and PDF files. PaperPort Getting Started Guide 7

8 What s new in PaperPort 10? PaperPort 10 includes a number of valuable new features to help you manage your documents. Page thumbnails See page thumbnails for your multi-page items, both in Desktop view and in the PageViewer. Get a better overview of your documents find, handle and reorder pages quickly. Scanner Enhancement Technology tools Improve your image items with the SET TM tools now accessible directly from your PaperPort desktop by right-clicking on any image file. Annotation tools let you mark up your image items. New Scanner Wizard Set up scanners with PaperPort more easily, then enjoy improved scanner controls with greater scope for acquiring multi-page documents without interaction. Better searching The new All-in-One Search TM facility delivers more power and precision, both on full-text searches and on keywords and other file information. PDF creation Generate image-only PDF files. Use the Duplicate as PDF command for image items, including MAX files. Print text items to PDF from inside PaperPort or any print-enabled application on your system. Full-text searches can be performed on these files in PaperPort with the All-in-One Search. Extended form functionality A Print Only Fields tool in FormTyper TM lets you use PaperPort to fill in preprinted forms. 8 Welcome to PaperPort

9 Extended shortcut menus Find far more functionality when right-clicking an item be it a file or a folder. Greater flexibility with stacking and unstacking PaperPort now provides greater choice for stacking together desktop items of different file formats and offers more options in unstacking. Folder improvements Use the Folder Manager to organize your PaperPort folder structure, find more functionality in the folder shortcut menus and utilize the Back button to navigate through your folder tree quickly and easily. Closer integration with other ScanSoft products If you have ScanSoft OmniPage Pro on your system, PaperPort cooperates with it more closely than ever, providing cutting-edge OCR page recognition services and high-level PDF creation. If you have ScanSoft PDF Converter for Microsoft Word on your system, it will appear on the Send To bar, allowing you to unlock PDF files and transform them into editable Word documents. The following advanced features are available only in PaperPort Professional 10: Two-part desktop Split the PaperPort desktop into two Workspaces, to make it much easier to compare, move or copy pages between documents at different locations. Bookmark your Workspaces for one-click return to favorite locations. PaperPort Getting Started Guide 9

10 Fully-featured PDF creation The latest ScanSoft PDF Create! product is included, letting you create more compact higher-quality 1.5 version PDF files. Files created from any text application are searchable and editable. Create PDF files from PaperPort or any print-enabled application on your system, with precise control over compression, font embedding, password protection, watermarking and more. The program can be accessed through the Windows Start Menu, the PaperPort Print dialog box and the Print to PaperPort (PDF) menu item in the File menu. The program has its own Help systems. Index Manager Schedule full-text indexing of your items for the All-in-One Search to run as background processes at times of your choosing. DesktopDelivery Set up system folders to be monitored by DesktopDelivery TM for files of specified types to be automatically transferred to PaperPort folders. Acquire attachments in a similar way. PaperPort is also supplied in Special Editions to selected scanner manufacturers and other resellers. The feature set in these editions may vary, in line with each vendor s requirements. 10 Welcome to PaperPort

11 Getting to Know PaperPort This section introduces you to the different parts of PaperPort. Refer to the PaperPort Help for detailed information about all these topics. The PaperPort desktop The PaperPort desktop appears with the Folders pane when you first start the program. It displays your documents, as well as the tools you can use to manage them. PaperPort offers all the tools necessary to organize, find, and use documents and images. Command bar Desktop Folders Access to other pages Send To bar Function pane can present: Folders (View menu) Page Thumbnails (View menu) Item Properties (View menu) Scan or Get Photo (File menu) All-in-One Search (Tools menu) Image item thumbnail Text item thumbnail PaperPort Getting Started Guide 11

12 PaperPort items The documents and photographs you acquire in PaperPort are called items. There are two types of items: image items and text items. Image items are scanned documents, photographs, and other digital items in an image format, such as PDF, JPEG, TIFF, or PaperPort Image (.max). You create image items from documents, photographs, line art, or other items that you scan, copy, or bring in to the PaperPort desktop. Text items are documents that contain editable text, such as Word (.doc), HTML, and Excel files, and are created by word processing and other text-based applications. You can use any flavor of PDF file (PDF Image, PDF Searchable Image, and PDF Formatted Text and Graphics) with PaperPort. PaperPort distinguishes between image-only and non-image PDF items. You can use the SET tools to improve the quality of PDF-image only items. You can quickly send an item to another program without leaving the PaperPort program. Just drag an item onto the link icon in the Send To bar at the bottom of the desktop. PaperPort supports a wide variety of programs including word processing, spreadsheet, fax, Internet , graphics, optical character recognition (OCR), and online services programs. PaperPort includes a My PaperPort Documents folder containing items to demonstrate some of the types of items you can keep on the PaperPort desktop. You can also use PaperPort to view non-paperport items that reside on your computer. Simply copy or move the document file or photo into a PaperPort folder. The Folders pane The Folders pane presents a hierarchical view of your PaperPort folders, similar to the view you see in Windows Explorer. PaperPort installs a PaperPort folder named My PaperPort Documents into your My Documents folder. If you are using a multi-user system, each user has their own My PaperPort Documents folder. 12 Getting to Know PaperPort

13 The My PaperPort Documents folder contains several subfolders whose names such as Articles, Business Cards, Photographs, and Receipts illustrate the different ways you can organize your items in PaperPort. The Samples folder contains sample documents and photographs to help you get started using PaperPort. When you have acquired your own PaperPort items, you do not have to use the My PaperPort Document folder to store them. You can add other local and network folders to PaperPort's Folder View. You can also delete the My PaperPort Documents folder, but your PaperPort structure must contain at least one folder. To show or hide the Folders pane, click the Folders button on the Command bar. With the desktop split, Folders panes can be displayed for each Workspace. PaperPort item thumbnails There are two kinds of thumbnails in PaperPort: item and page thumbnails. Each item thumbnail is a small, graphic representation of your document or photo. Page thumbnails show pages of image items and PDF files in the Page Thumbnails pane both on your PaperPort desktop and in the PageViewer. One quick way to locate your PaperPort items is to visually browse through the item thumbnails on your PaperPort desktop. Thumbnails show you what s in a document without having to open it. In addition, thumbnails give you the ability to scroll through the pages of the document without opening it. PaperPort shows large, clear thumbnails of all your documents and photos, including: Scanned pages and photos Photos from your digital camera Image files in many formats, such as BMP, TIFF, JPEG, GIF, and MAX Microsoft Word, PowerPoint, Excel, Word Perfect, and other documents created in popular software programs PDF documents PDF Image items HTML documents PaperPort Getting Started Guide 13

14 Each item thumbnail appears with an icon that identifies the program in which it was created or is currently associated. This makes it easy and convenient to quickly see and find all different types of items on your computer. Click on a thumbnail to see image attributes. A small icon indicates that the Read-only attribute is set for that item. A small icon indicates that the image has annotations. Multi-page image items show to let you scroll through the pages even with the Page Thumbnails pane closed. Before you can work with an item, you must first select its thumbnail on the PaperPort desktop. A red line appears around an item to indicate that it is selected. While working with item thumbnails, you can: Drag a thumbnail to reposition it on the PaperPort desktop. Drag a thumbnail to a folder to move the item to that folder. Drag a thumbnail to another open Workspace to move the item to that open folder. Double-click a thumbnail to view the item. Press the Ctrl key and double-click a thumbnail to open the item in its source program. Right-click a thumbnail to display the item s shortcut menu. Drag a thumbnail to the Send To bar to send a copy of the item to another program. Just as you can organize and arrange documents on your physical desktop, you can quickly rearrange the items on the PaperPort desktop. For example, after selecting a thumbnail, you can reposition it or rotate it. Using item thumbnails on the PaperPort desktop, you can also easily combine individual PaperPort Image items or PDF Image items into multi-page items. This feature is useful as an organizational tool if you are using a scanner that can only scan a page as a separate item. 14 Getting to Know PaperPort

15 PaperPort page thumbnails The Page Thumbnails pane on the PaperPort desktop and in PageViewer displays thumbnails for multi-page image items. Select a multi-page item, then click the Page Thumbnails button or use the View menu. Page-level operations can be done quickly without having to open the files these are available for PDF files (both on the PaperPort desktop and in PageViewer) and MAX files (desktop only). In the pane you can: Enlarge or reduce thumbnail size. Copy, paste, cut, delete and reorder pages. Insert new pages at a certain location in the document. Append new pages at the end. Copy and move selected pages to a Workspace as separate PDF files. Copy and move pages between separate documents open in different panes. The Page Thumbnail view of a secure PDF is only available by supplying its password. Two-part desktop When you first start PaperPort Professional 10, the desktop appears split into two Workspaces top and bottom. This layout gives you a better oversight necessary to organize and combine your documents more effectively even in a cross-folder fashion. Right-click the active Workspace or use the Views button to change the way of viewing. If you work with documents containing multiple pages, you can use the corresponding function pane to view page thumbnails without having to open the given document. You can also use these desktop areas to view your folders, or the properties of the selected item. To remove the desktop split, open the Desktop menu, and uncheck the Split Desktop menu item. You can also bookmark the Workspaces of your choice by using the Bookmark Workspace command from the Desktop menu. To manage them, use the Organize Bookmarks command. Getting to a frequently used Workspace is just a mouseclick away, since they are all displayed in the same menu. PaperPort Getting Started Guide 15

16 Function pane showing page thumbnails Active Workspace Desktop split Function pane showing folders Inactive Workspace Send To bar The Page View window The Page View window allows you to take a closer look at your items and to touch up and annotate them. You can also enlarge or reduce the view for easy reading. Use the SET tools to enhance the current page image. Use the Page Thumbnails pane to edit your document at page level. To view an item in the Page View window, double-click an item thumbnail, choose View from its shortcut menu or select the item and click the Page button on the Command bar. Desktop button: click to return to the PaperPort desktop SET Tools Annotation Tools Page Thumbnails Pane 16 Getting to Know PaperPort

17 Acquiring Items There are many ways to bring images and documents into PaperPort so that you can use PaperPort s viewing, editing, annotation, indexing, OCR, and file management tools. For example, you can: Scan photos, pages, and other images on a scanning device. Add folders to PaperPort that already contain images and documents. Capture snapshots of web pages. Import files from other programs on your computer. Print documents from other programs to the PaperPort desktop. Drag or cut-and-paste images and documents from Windows Explorer, or other programs to the PaperPort desktop. Acquire photos from a digital camera. Bring files into PaperPort Professional 10 using DesktopDelivery. Scan to the PaperPort desktop PaperPort is designed to work with TWAIN- and WIA-compatible scanners. (ISIS support is only included in PaperPort Professional 10.) Click the Scan or Get Photo button to start scanning. In the Scan pane, you can choose between using the native interface of the scanner or utilizing the new Scanner Settings pane of PaperPort for best scanning results. To use the interface of the scanner driver, mark the checkbox Display scanner dialog box. Leaving it empty will display the PaperPort panel with two tabs. Output: set file format and automatically suffixed file names. Scan: adjust scan settings: mode, resolution, size, orientation, filter color, brightness and contrast. When the scan is complete, you will see your item on the PaperPort desktop. If your scanner does not use a TWAIN, WIA or ISIS device driver, use the program that came with your scanner to scan items. Then, copy or move the scanned items to PaperPort. Refer to the PaperPort Help for more information about scanning. PaperPort Getting Started Guide 17

18 PaperPort makes it easy to scan pages as separate items or as a multi-page item. To scan and collate two-sided pages on your ADF scanner, flip the pages when prompted, click Scan Other Side, and PaperPort will automatically scan and collate the pages in the correct order. You can also use a high-speed, networked scanner to scan items to a networked folder and then add the folder to PaperPort. Use DesktopDelivery (available in PaperPort Professional 10) to monitor folders for incoming scanned images. Set up your scanner with PaperPort All files needed for scanner setup and support are copied automatically during the program s installation, but no scanner setup occurs at installation time. Before using PaperPort for scanning, your scanner should be installed with its own scanner driver software and tested for correct functionality. Scanner driver software is not included with PaperPort. Scanner setup is done through the Scanner Setup Wizard. You can start this yourself: by clicking the Scan or Get Photo button, then the Setup button in the Scan pane. You can also start the Wizard from ScanDirect by right-clicking the Scan button. Otherwise, it appears when you first attempt to perform scanning in ScanDirect. Follow the on-screen instructions to set up your scanner. Print to PaperPort To bring items in from other programs, you can print them to the PaperPort desktop as PDF Image or PaperPort Image (.max) items. This feature lets you quickly import spreadsheets, pictures, database files, word processing files, and other files into PaperPort as items on the PaperPort desktop. In PaperPort Professional 10, you can use Print to PDF to print the document in PDF Formatted Text & Graphics format. You can use the Print to PaperPort capability to create print-formatted views of web pages. 18 Acquiring Items

19 Capture web pages You can use Web Capture to capture web pages on the Internet as PaperPort Image items or PDF Image items on your PaperPort desktop. These items function as convenient pointers to your favorite web sites. Once you capture a web page, you can perform a variety of activities. For example, you can: View the page. Save the page for archive purposes. Go to the actual web page on the Internet (PaperPort Image item only). Index the content of captured web pages. Use the Print to PaperPort feature to create print-formatted views of web pages, which can also be added to the All-in-One Search index for searching by text content. Add PaperPort folders PaperPort provides an easy-to-use filing system for organizing your items and sharing them with others. In the Folders pane, you can: Add existing folders on your computer to the Folders pane. Create new folders, mapped network drives and folders on external devices attached to your computer. Initially, the Folders pane shows a set of folders designed to help you get started using PaperPort. You can move or delete these folders whenever you prefer. You can add folders already on your computer to the Folders pane, including network folders and folders on external devices attached to your computer. Documents within these folders are then available for use within PaperPort. Refer to the PaperPort Help for more information about adding and using PaperPort folders. PaperPort Getting Started Guide 19

20 Use DesktopDelivery DesktopDelivery (PaperPort Professional 10 only) monitors network or local folders for incoming files of specified types (PDF, TIFF, JPEG and MAX). It can also monitor folders for attachments. It imports these files to specified PaperPort DesktopDelivery folders (i.e. PaperPort folders designated to receive files from a monitored folder outside PaperPort). Right-click on any PaperPort folder and select DesktopDelivery from the shortcut menu. Monitored inbox folder Monitored folder Refer to the PaperPort Help for details. Import pictures from your camera To bring digital photos on the PaperPort desktop, first plug your camera in. If your device is displayed as a drive you can start acquiring your files. If your camera does not support this kind of operation, and its driver is installed properly, its TWAIN or WIA interface will display enabling you to import images from it. Do not edit the images on your camera in place not all editing produces the desired result first time. Instead, bring your files into PaperPort and use the SET tools to enhance them. 20 Acquiring Items

21 Touching Up Images When you display an image item in the Page View window, PaperPort provides several tools you can use to adjust or improve your image. For example, you can straighten a scanned page, lighten an underexposed photograph that is too dark, adjust the color in a color picture, remove dirt spots from a document page, or sharpen fuzzy pictures. In addition, you can rotate an item, remove stray dots, enhance lines, remove red eye, and crop part of an image. Scanner Enhancement Technology tools Select Area Rotate an image Straighten an image Enhance an image Sharpen an image Remove red eye Use the Select Area tool to select part of an image you want to cut, copy, or delete using the commands on the Edit menu or in the shortcut menu. Use it also to select part of an image before cropping or using the Remove Red Eye tool. Click the Rotate Right tool to rotate the selected item 90 degrees to the right. Sometimes a document is crooked when scanned. When this occurs, you can use the Straighten and Auto Straighten tools to adjust it. The Auto Enhance feature adjusts the brightness and contrast, color, and tint of an image. PaperPort analyzes the image and tries to correct whatever is wrong with the image. You can manually adjust your image using the Enhance tool. Select the Sharpen tool to adjust the sharpness of a blurry picture or blur a sharp image for special effect. The Remove Red Eye tool helps you to remove the red-eye effect that occurs when photographing people or animals in low light or with a flash. PaperPort Getting Started Guide 21

22 Remove part of an image Remove stray dots Improve lines When you want to save or work with only part of a page or image, you can crop the image or you can erase the part that you do not want to use. Use the Selection tool to define the part you want to keep and then use the Crop tool to remove the remainder. Select the Eraser tool to erase the area of the image that you draw over with the pointer. Scanned images sometimes include stray dots or speckles. The Remove Stray Dots tool automatically finds and removes such dirt from a page. The Improve Lines tool darkens lines and connects broken lines in a table or form to appear darker and straighter. Edit multiple images The ability to process items as a group is often referred to as batch processing. PaperPort provides batch processing features so that you can quickly enhance, modify, or rotate multiple image items in a single operation. Select one or more image items on the desktop, and then, on the Item menu, point to SET Tools, and select the desired command. See the online Help for more information. Annotating Pages PaperPort includes a collection of annotation tools that allow you to mark up scanned documents with information you would like to keep with that document. On PDF and PaperPort Image (.max) files, annotations are editable, meaning that you can reposition, change, or remove them or edit textual content whenever you want. On other types of image items, such as JPEG and Windows Bitmap files, annotations become a permanent part of the image when you save the item. For item types that cannot accept annotations, PaperPort automatically disables the annotation tools. 22 Annotating Pages

23 Using PaperPort s annotation tools, you can add notes and text, highlight text, draw lines and arrows, or stamp a picture onto an image item. It is easy to send a document with annotations to people without PaperPort by using the PDF Image format. The recipient only has to double click on the attachment they receive from you and they will see the document in Adobe Acrobat annotations intact. Annotation tools You can select an annotation tool from the Annotation toolbar whenever you display an image item in the Page View window. Right-click on a tool to choose settings for the annotation. Select Annotation Note Text Highlighter Pencil Arrow or Line Stamp Use this tool to select an annotation so that you can then move, cut, copy, or resize it on the page. Want to give yourself a reminder? Select the Note tool and add a resizable note much like a sticky note that you write on and then stick on paper documents. Adding a text label to your images is simple with the Text tool. Select this tool to add a line of text with a transparent background. Use the Highlighter tool to highlight any area of the image, just as you might use a highlighting pen on paper. The Pencil tool lets you draw freehand lines or marks on the page. Select the Arrow or Line tool to draw straight lines, with or without arrowheads, on a page. The Stamp tool lets you paste the bitmapped image of your choice on the page, much like using a rubber stamp. PaperPort Getting Started Guide 23

24 Protecting Items In PaperPort Professional 10, you can adjust the security level of your PDF files (supported up to format 1.5). When you create a new PDF from existing ones (for example, by copying a thumbnail of a page onto a Workspace) its security settings will be the same as those of the original one. Newly created PDF files will be generated according to the default PDF security settings in PaperPort, as specified under the Tools menu. There are two types of passwords in the program. The open password restricts document accessibility: you can only open it by supplying the password when prompted. The permissions password allows users to define how the document may be used. If it is not specified, further use of the file is possible without any restrictions. Filing Items A key to organizing items in PaperPort is filing items in appropriate folders. You can drag and drop items from one folder to another or from the PaperPort desktop into any folder you want. You can specify search criteria to help you find your items later. Moving and copying items between folders is also possible in split view across Workspaces. The name of each item appears below the thumbnail in thumbnail view. In a multi-page item, the name appears below the individual page names. Using the Folder Manager dialog box, you can add, remove, move, and rename PaperPort folders. You can change the color of a folder icon to one that helps you organize your items. You may also add, remove, move, and rename any folder in Windows Explorer that is viewed with the PaperPort folder structure. These changes will be automatically reflected in PaperPort. In the Folders pane, you can drag and drop, copy or move subfolders and their content to other subfolders or PaperPort folders, create subfolders, and delete subfolders. Sharing and Security, and DesktopDelivery adjustments can also be directly made for each folder shortcut menu. 24 Protecting Items

25 The Back button makes it easy to step through the ordered history of folders you recently visited one by one functioning similarly to Internet Explorer enhancing quick backward navigation for both Workspaces independently of each other. Add search criteria to items You can assign item properties to PaperPort Image items and PDF files, and then use the properties as search criteria to find items in PaperPort. PaperPort also allows you to assign the same keywords to multiple items at the same time, providing a powerful tool for organizing and locating similar documents and images. Select multiple items on the PaperPort desktop, then choose Properties from the shortcut menu; words entered under Subject, Author and Keywords will be applied to all selected items. PaperPort Getting Started Guide 25

26 Finding Items PaperPort provides features to help you find your PaperPort items. You can quickly find an item by visually browsing through thumbnails on your PaperPort desktop. When you have many folders and items, PaperPort provides more powerful capabilities with All-in-One Search TM. All-in-One Search provides many options for specifying where and what to look for when finding an item, including indexed text content. The information you want to find is referred to as search criteria. You can look for items by: Item properties Text content Find items by their properties You can search for any type of item by its item name. You can also search for PDF and PaperPort Image (.max) files by item properties, such as keywords and subject information. When you search by item properties, you can specify criteria of an item name, author, added comments or keywords, text in annotations, or the URL of a captured web page. Find words in an item To search for words within an item, you need to add the item to the All-in-One Search index and check Use All-in-One index. When you search using the index, you can find items that have been indexed by their properties, or text content, or both. 26 Finding Items

27 Add items to the All-in-One Search index The All-in-One Search index uses PaperPort s OCR software to extract and copy textual content from your items, and creates a database of the words or phrases in those items, much like the index of a book. Item properties, such as name and author, are also added to the index. Although creating an index is time consuming, searching for items in the index may be much faster than searching file by file. Using PaperPort Options available from the Tools menu, you can specify whether you want All-in-One Search to run automatically each time you add a new item or modify an existing item. You can also set how long PaperPort should wait before starting the update process. If you prefer, you can manually update the All-in-One Search index for all items, a single item, or all items in one or more folders. It is good practice to update the All-in-One Search index on a regular basis to shorten the length of time required to complete the process. Use the Index Manager in PaperPort Professional 10 to create and schedule indexing tasks on a regular basis. Use the All-in-One Search pane Use the All-in-One Search pane to enter search criteria and select options for finding your PaperPort items. A file search is based on item properties only. You enter the item properties in the Name, author, keywords box. An index search references PaperPort s All-in-One Search index to find item properties or actual text contained within an item. You enter the item properties in the Name, author, keywords box and the text content in the Containing indexed text box. All-in-One Search returns a list of all the items that match the criteria you specify. For quick access to your regular indexing processes, launch the Index Manager directly from the All-in-One Search pane. PaperPort Getting Started Guide 27

28 Use PDF Searchable Image In addition to using PaperPort s proprietary search and indexing capabilities, you can also create PDF Searchable Image files that can be indexed and searched outside of PaperPort. PDF Searchable Image is a flavor of PDF. A PDF Searchable Image file contains a bitmapped image of a document or graphic with textual content stored as hidden text. This format maintains an identical appearance to the original document and enables other programs, such as Adobe Acrobat, to search the contents of the file. You can create files in PDF Searchable Image format, if you also have ScanSoft OmniPage (11 Pro Office or higher) installed with PaperPort 10. Schedule indexing tasks The Index Manager is a PaperPort Professional 10 application designed to create, modify and schedule indexing tasks for a given local or network folder. Indexed files can afterwards be searched with the All-in-One Search. For new tasks you can set which folder to browse (local or network) with subfolders included or excluded, set timing and recurrence (duration, pattern and range), activate and deactivate a task, pause its completion, or skip a task occurrence. In the program settings dialog box, you can specify how and when the Index Manager should stop. 28 Finding Items

29 Sharing Files PaperPort provides many tools to make it easy for you to share files, images, and documents with friends, colleagues, and business associates. These tools are built-in to the program and are readily available on toolbars, menus, and command bars for quick access whenever you need them. To help you share your items with others, PaperPort makes it easy to: items to others, simply by dragging the items to your favorite program on the PaperPort Send To bar. Scan or convert items to the PDF format, the ever-popular file-sharing format considered by many as the industry standard for document distribution. Access shared folders located on your local or wide area network, by adding the folders to your PaperPort Folder pane. Access Sharing and Security settings directly from the folder shortcut menu. With PaperPort, it is simple to set up a shared folder on a server or a PC that can act as a central repository for all important office documents. Each PaperPort client can connect to that folder and use PaperPort s document management features and paper handling tools to find and use documents instantly. In addition, you can convert items to popular output formats for shared use in numerous other programs, such as Microsoft Word, Adobe Acrobat, Claris HomePage, and Adobe Photoshop. To obtain a list of all supported program links, visit PaperPort at the ScanSoft web site at PaperPort Getting Started Guide 29

30 Sending Items to Other Programs Drag and drop functionality makes opening your files in your favorite programs a snap. Simply choose the file you want and drop it onto the program icon on the Send To bar at the bottom of the PaperPort desktop. Common office tasks like ing and faxing are now faster than ever. The Send To bar makes using scanned documents in other applications easier by automatically translating the document into a form that the receiving application can understand. For example, you can drop a scanned image of a letter onto the Microsoft Word link on the PaperPort Send To bar, and PaperPort will recognize that the application you are attempting to open needs a text file rather than an image file. PaperPort will run OCR for you, and send editable text to Word rather than a static image file. OmniPage OP Workflows Microsoft Outlook PDF Converter PaperPort supports a wide variety of programs including word processing, spreadsheet, fax, Internet , graphics, optical character recognition (OCR), and online services programs. The program link on the Send To bar does any necessary conversion and may provide options for sending the item. Use OmniPage with PaperPort If PaperPort exists on a computer with OmniPage Pro, its OCR services become available and amplify the power of PaperPort. You can choose an OCR program by right clicking on a text application's PaperPort link, selecting Send To Options and then selecting OmniPage Pro as the OCR package, instead of the always available PaperPort OCR. 30 Sending Items to Other Programs

31 With OmniPage you can: Instantly convert paper into usable Microsoft Office documents. Turn PDF files into editable documents while retaining their layout. Create unlimited searchable PDF files for electronic archives. Automatically process images from network MFPs and scanners. Scan and convert documents into XML, PDF, TIFF and more. Share documents using , Web, XML and e-books. Use OmniPage workflows for instant but effective control over document conversions. Customize the Send To bar You can change the way program icons appear on the Send To bar in a number of ways. Specifically, you can add programs, and remove or rearrange program icons. Refer to the PaperPort Help for details. Adjust Send To options You can tune Send To options to specify how you want to use a certain program on the Send To bar. For example, you can specify the file format in which PaperPort will save an item. PaperPort Getting Started Guide 31

32 If you have OmniPage Pro 14 or above on your system, use the Send To options for the OmniPage Workflows link to choose a workflow. To an item, simply drag and drop the item to your program on the Send To bar. Use the link options to specify the file format of the attachments and other options. 32 Sending Items to Other Programs

33 Converting Items Using PaperPort, you can convert scanned documents and text items to image formats, and convert images back to text. Convert items to image formats You can convert scanned documents and text items to image formats. The Save As command allows you to save image items to any of a variety of standard image formats including PDF, JPEG, and TIFF, as well as the native PaperPort Image format (.max). You can convert text items and image items to PaperPort Image items (.max) using the Duplicate as PaperPort Image command. The Duplicate as PDF Item command allows you to convert text items to PDF Image items. In PaperPort Professional 10, you can also convert text items such as Word documents, to PDF Formatted Text & Graphics format. By selecting more than one item, you can convert multiple items to a new format at the same time. Refer to the online Help for details. Convert images to text You can convert scanned documents to text by a simple drag and drop of the thumbnail to your word processor program. PaperPort automatically processes your scanned document using PaperPort s OCR software, launches your word processing program, and loads the scanned text into a document ready for editing. In the Page View window, PaperPort also allows you to copy text from part of an image item for use in a text editing, word processing, or spreadsheet program. The OCR software processes the text and copies it to the Windows Clipboard. Open the program in which you want to insert the text, and use Paste to paste the text in a file. PaperPort Getting Started Guide 33

34 Filling Out Scanned Forms FormTyper TM is a PaperPort program that enables you to fill in forms, such as insurance forms, registration cards, and medical forms, that you scan to the PaperPort desktop. You simply drag a form from the PaperPort desktop to the FormTyper program on the Send To bar. FormTyper automatically analyzes the form, recognizes the blank areas in which data can be entered, and creates blank fields for the data. So that you can easily see where to enter data, FormTyper underlines each field in color. Now, you can quickly type and tab to each field. You can also quickly reposition fields, insert new fields, and remove fields as necessary. After you enter data and complete the form, save the form to the PaperPort desktop so that you can print or the form in its entirety with its completed data. If you have a pre-printed form, use the Print Only Fields tool to print your responses directly onto the form. 34 Filling Out Scanned Forms

35 Creating PDF Documents PDF (Portable Document Format) files are often classified into three different types, commonly called flavors: PDF Image PDF Searchable Image PDF Formatted Text & Graphics You can create one or more of these PDF flavors, depending upon your version of PaperPort software. Refer to the PaperPort online Help for additional details. This table lists which features are available for creating each type of PDF in PaperPort 10 and PaperPort Professional 10: Format PaperPort 10 PDF Image PDF Searchable Image (OmniPage Pro required) PDF Formatted Text & Graphics Scan Get Photo Print to PaperPort Save As Web Capture Scan Get Photo Print to PaperPort Save As Web Capture (Read Only) PaperPort Professional 10 Scan Get Photo Print to PaperPort Save As Web Capture Scan Get Photo Print to PaperPort Save As Web Capture Duplicate Item Print to PaperPort Duplicate Item PaperPort Getting Started Guide 35

36 Using ScanDirect ScanDirect TM is a PaperPort program that enables you to scan items and send them directly to PaperPort or other programs on your computer without first running PaperPort. ScanDirect runs as a separate program from the Windows Start Menu and displays the ScanDirect bar. Using ScanDirect, you can scan an item and immediately send the item to either: A program on the ScanDirect Send To bar Icons on the ScanDirect bar represent the programs that are linked to PaperPort and to ScanDirect. To scan and then send an item to a certain program, click the program icon, and then scan the item. ScanDirect will automatically start that program when the scan is complete. The PaperPort desktop To scan and then work with the item in PaperPort, click the PaperPort icon, and then scan the item. When the scan is complete, PaperPort starts and displays the item in PaperPort. You can then use all of PaperPort's features on the item. Refer to the PaperPort Help for more information about using ScanDirect. Uninstalling PaperPort 1. Select Add/Remove Programs from the Control Panel. 2. Select ScanSoft PaperPort Click Remove to uninstall the program or Change to auto-repair it. A de-activation step is performed at the start of un-installation, allowing you to reinstall the program later without re-activation problems. De-activation and re-activation require web access. 36 Using ScanDirect